POSITION VACANCY

 

POSITION:                            Administrative Secretary

 

GRADE AND SALARY:     

 

DEPARTMENT:                    Academic Affairs

 

POSITION REPORTS TO:    Executive Assistant to the Provost & Vice President for Academic Affairs

 

JOB FUNCTION:  Provides assistance to the Provost & Vice President for Academic Affairs (P&VPAA), the Associate Vice President for Academic Affairs & Dean of Arts & Sciences, and the Associate Vice President for Academic Success by assisting the Executive Assistant to the P&VPAA with day-to-day activities of an extremely busy office.  Duties include but are not limited to writing correspondence, scheduling pertinent activities related to Academic Affairs, data compilation, organized record keeping and other secretarial duties which may require handling information of a sensitive and confidential nature.  The incumbent in this role must be professional and personable since they may deal with students, college officials and at times even parents of students. 

 

ESSENTIAL ELEMENTS:

 

1.      Ascertains the needs of visitors to the office (including faculty and students), answers their questions, and if needed, directs them to the appropriate person.

2.      Utilizes computer software, mainly Word, Outlook E-Mail, Excel, and Datatel.

3.      Compiles and maintains the inventory of signed and returned supplemental contracts, part-time faculty contracts, independent study stipends, internship stipends, Biol 229 stipends, and HCA 598 stipends, processes them, and forwards them to payroll.

4.      Maintains the inventory of course syllabi, converts them to .pdf files, and uploads them to the syllabi sharepoint site.

5.      Assists in details of faculty searches.

6.      Functions as the initial contact for processing student excessive absence reports when notices are received electronically from faculty via student success email system.

7.      Assists Associate Vice President for Academic Success with correspondence related to  tracking of student progress as needed.

8.      Schedules appointments for excessive absence students with Associate Vice President for Academic Success.

9.      Processes student withdrawals from the College.

10.  Compiles and maintains the inventory of College student withdrawal notifications and disseminates copies to appropriate offices in a prompt fashion.

11.  Collaborates and supports the functions of Institutional Research Office

12.  Prepares mailings to be sent to faculty, staff, and students.

13.  Inspects and maintains the inventory of completed faculty/class evaluation instruments and assembles packets to be transported to the tabulating company.

14.  Reports class cancellations on electronic bulletin board.

15.  Utilizes photocopier/scanner/fax machine.

16.  Preserves and maintains office files.

17.  Performs as main office contact when Executive Assistant is not available.

18.  Collaborates and supports the arrangements for Honors Convocation.

19.  Assists in processing of Faculty Travel Requests and Returns.

20.  Assists in the administration of the College’s Textbook fund as needed.

 

NON-ESSENTIAL ELEMENTS:

 

1.      Answers telephones and schedules appointments.

2.      Distributes FAX material to appropriate offices/personnel.

3.      Assists with special projects as assigned by the P&VPAA and the two Associate VPs.

4.      Performs other related duties as assigned.

 

REQUIRED SKILLS, EXPERIENCE AND TRAINING:

 

1.      A high school diploma or GED.

2.      A minimum of 2 years secretarial experience.

3.      Working knowledge of spreadsheets and word processing including Microsoft Word, Outlook, Excel, Powerpoint, etc. 

4.      Willingness and ability to pursue both in-house and off-site training to acquire computer integration knowledge.

5.      Able to establish effective working relationships with all staff and faculty that interact with Academic Affairs.

6.      Able to carry out duties and responsibilities with limited supervision.

7.      Able to exchange information clearly and concisely in an appropriate manner requiring good oral and written communication skills.

8.      Must be flexible in day-to-day assignments, be able to multitask and work under pressure at times.

9.      Must have strong organizational skills and the ability to set goals, prioritize work, and achieve deadlines and still maintain standards and produce quality work.

 

WORKING CONDITIONS:  Typical office working conditions.

 

 

AdminSecAcdAff 7.18

 

Interested candidates, please submit a resume and cover letter to hrjobs@kings.edu.